HomeMy WebLinkAbout20070316.tiff RESOLUTION
RE: APPROVE BILATERAL CHANGE ORDER LETTER#2 FOR SECTION 5311 GRANT AND
AUTHORIZE CHAIR TO SIGN - COLORADO DEPARTMENT OF TRANSPORTATION
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with Bilateral Change Order Letter#2 for the
Section 5311 Grant between the County of Weld, State of Colorado, by and through the Board of
County Commissioners of Weld County, on behalf of the Weld County Department of Human
Services, commencing January 23, 2006, and ending December 31, 2007, with further terms and
conditions being as stated in said change order letter, and
WHEREAS, after review, the Board deems it advisable to approve said change order letter,
a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that Bilateral Change Order Letter #2 for the Section 5311 Grant between the
County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, on behalf of the Weld County Department of Human Services, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said change order letter.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 5th day of February, A.D., 2007, nunc pro tunc January 23, 2006.
BOARD OF COUNTY COMMISSIONERS
WEL UNTY, COLORADO
ATTEST: ' it raj
David E. Long, Chair
Weld County Clerk to th :g ii f /5'\4.
ti k+s _hr Willi H erk , Pro-Tem
BY: ` 1 � � c. ill (7("/) i
Dep�y Clerk the Board,: "42;
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W 'am F. Garcia
APP' • ' ' AS 'O -: . ; AA - \c\Q_ i
Robert D. Masden
ounty Attorneycop..,,
A/3 iC - D uglas Rgdemacher
Date of signature:
2007-0316
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MEMORANDUM
DATE: February 1, 2007
W1` �.
I� TO: David E. Long, Chair, Board of County Commissioners
FROM: Walt Speckman, Executive Director Human Services ‘ � 71
COLORADO SUBJECT: Bilateral Change Order Letter#2, C-DOT 2007 Grant
Enclosed for Board approval is the Bilateral Change Order Letter stating changes in the C-DOT 5311
transportation grant for 2007. We have been awarded additional monies to cover increased costs of
fuel, wages, and reductions in funding in the Medicaid Program.
If you have any questions, please call me at extension 3317.
2007-0316
•
PO#291000087
BILATERAL CHANGE ORDER LETTER
Exhibit E
Date: January 29, 2007 State Fiscal Year: 07 Bilateral Change Order Letter No. 2
In accordance with Section 32 of contract routing number 06-HTD-00079 between the State of
Colorado Department of Transportation-Division of Transportation Development and Weld County
covering the period of January 23, 2006 through December 31, 2007 the undersigned agree that the
supplies/services affected by this change letter are modified as follows:
The maximum amount payable by the State for Federal Transit Administration (FTA) 5311
Administration and Operating Fund tasks as shown in Exhibit A is increased by $63,150
$44,205 Federal and $18,945 Local) for Administration Funds and increased by $422,836
'$211,418 Federal and $211,418 Local), for Operating Funds to a new total of $123,293 ($86,305
Federal and $36,988 Local) Administration and $825,536 ($412,768 Federal and $412,768
Local) Operating based on the unit pricing schedule in Exhibit A.1. The first sentence in Paragraph 2
is hereby modified accordingly.
The total contract value to include all previous amendments, change orders, etc. is $825,536.
The Grantee will continue to perform all the Project activities as described in the attached document: Exhibit
A, Scope of Work and Conditions, sections A, E and F. Project Description, of this contract. The Grantee is
being provided additional funds in response to increased costs of fuel, vehicle insurance and wages.
Codinc Stream:
Company CO Fund
Item G/L Account# Code Area WBS Element Fund Center Amount
30 4518000010 1000 1000 CO-18-5026.WELD 400 D9715-415 $63,150
40 4518000010 1000 1000 CO-18-4026.WELD 400 O9715-415 $422,836
The effective date of this change order is upon approval of the State Controller or (date), 20 _ whichever
is later.
Please sign, date, and return all copies of this letter on or before 20 .
APPROVALS:
Contract Name: State of Colorado:
6 B' 'tter,�r. Gov rn
By: v 0_ (Tti—
Name: David E. Lon Fort e Executive Director
Title: • CommissionerColorado Department of Transportation
0 5 2007
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the State Controller approve all state contracts. This contract is not valid until the
State Controller, or such assistant as he may delegate, has signed it. The contractor is not authorized to begin
performance until the contract is signed and dated below. If performance begins prior to the date below, the State
of Colorado may not be obligated to pay for goods and/or services provided.
State ntroller
Les ' . She f•
n1
Date: .2a 1
Effective: January 9, 2007
DDS - 63✓
PO#29 1000087
Weld County
A. Standards of Performance
The Grantee will provide a minimum of 35794 one-way passenger trip per year, at a maximum operating and
administrative cost of$15.57 per one-way trip,a maximum cost of$1.95 per mile and a maximum cost of$43.79 per
vehicle hour. Standards of performance will be measured, reported and averaged at least quarterly. Measurement of these
standards will commence with the presentation of the Grantee's first monthly report and request for reimbursement.
E. Project Description
The Grantee shall perform all Project activities described on page 6 in the application submitted to the State on June 1,
2005, and as specifically described below. The application is incorporated herein by reference to the extent consistent
with this Agreement.
Weld County Human Services is a governmental agency and operates Weld County Transportation(WCT). WCT
provides the"Minibus"transportation program, a modified demand responsive, including curb-to-curb,door-to-door
when necessary,transportation service to elderly persons,persons with disabilities,and the general public.Minibus
operates 5 days per week,52 weeks per year. Service days and hours vary by community,with each area receiving at
least one day of service per week and two-and-a-half hours of service per service day. Most communities are served
during the late morning hours with return service in the early-to-mid-afternoon. Summer months hours differ from the
regular program hours because of the County's migrant daycare program.
Regular routes to rural towns are built around a call-in system. Weld County Service is available to the communities of
Grover, Briggsdale,Ault, Eaton,Dacono,Tri-town,Johnstown,Milliken,Ft. Lupton,Gilcrest,Platteville,Keenesberg,
Hudson, Lochbuie,Windsor, Kersey, and Hill and Park. WTC requires 2 working days advanced notice for clients to
schedule trips,although WTC offers flexibility to clients who need trips at other days and times than which Minibus
currently operates.
WTC provides medical trips to Greeley Denver,Ft. Collins,Loveland,Longmont, and Boulder. Medical trip service have
been increased from only being offered on Mondays to being available 2 days per week with a"one legged trip",take or
return only,being offered on a third day.
WTC also provides brokerage service for transportation services with other transportation providers,both private and
public. WTC works with Social Services,the Health department, clinics, doctors, and medical facilities within Weld
County and the areas of destinations to coordinate the Transit system and enhance services.
The State will provide 5311 funding assistance to support WCT's efforts in providing public transportation service to the
rural areas of Weld County. However,WCT will be unable to meet the standards of performance proposed in the
application submitted in June of 2005. Instead,WTC has committed to performing the standards of service specified
under Paragraph A. of this section. This reduction is due to a loss in Federal Medicaid and Head Start contracts.
However,WCT will not reduce the level of service provided to the populations not related to those programs, specifically
elderly persons,persons with disabilities and the general public.
F. Special Conditions of the Project
1. Because of the reductions in the Grantee's level of service in 2007 and inability to meet the proposed levels of
performance specified in the application and questions about the applicability of the proposed local match,the Grantee
agrees to increased review and monitoring by the State with regards to its transportation programs. Increased review and
monitoring herein means the State may conduct an unspecified number of on-site visits with the Grantee to thoroughly
examine all aspects of the Grantee's transportation program. These site visits will be scheduled with the Grantee's
concurrence,beginning immediately after the execution of Bilateral Change Order No. 2.
2. The Grantee agrees to provide all information requested by the State with regards to the Grantee's transportation
programs, including but not limited to: operations data of the Minibus program as well as the other transportation
programs operated by the Grantee; sources of local revenue used to match Federal funds;the Grantee's methodology of
PO#291000087
recording trips and allocating costs; the Grantee's compliance with contractual requirements and applicable federal
regulations; documentation of"in-kind"match; a possible audit of the Grantee's accounting and financial records; and
examination of route scheduling, dispatching capabilities,trip denials,and service areas determination.
3. The Grantee will advertise its fixed route and/or rural based service as available to the general public and service
will not be explicitly limited by trip purpose or client type.
4. The Grantee will provide comparable transportation services to persons with disabilities according to the
Americans with Disabilities Act of 1990.
5. The Grantee will comply with the Federal Transit Administration Drug and Alcohol Regulations.
6. Any costs incurred by the Grantee for which the Grantee receives reimbursement from other FTA funds (i.e.,
Section 5310,RTAP, 5309)may not be listed as a cost to be shared by FTA on the monthly reimbursement request.
7. The Grantee shall maintain and report annually through submission of an annual report all information required
by the National Transit Database and any other financial, fleet, service data set forth by the State for the purpose of annual
reporting required of the State.
8. If the Grantee is unable to perform the activities described under paragraph E.,Project Description of this section
or must significantly change its level of service described herein,the Grantee shall notify the State in writing.
9. The Grantee must have State approval if FTA funds are to be used for payment of a lease or third-party contracts.
10. The Grantee shall not purchase, issue a purchase order,or lease capital equipment before the contract with the
State has been executed.
STA'1'E OF COLORADO
DEPARTMENT OF TRANSPORTATION
Division of Transportation Development,Transit Unit 61161.n.
4201 East Arkansas Avenue,Shumate Building
Denver,Colorado 80222 tea®
PHONE(303)757-9771
FAX(303)757-9727
EMAIL:Dan.Kaysergdot.state.co.us
August 13, 2007
Dennis Bogott
Weld County,Department of Human Services
P.O. Box 1805
Greeley, CO 80632-1805
n--' s
Dear . .
For your records, enclosed is one original copy of Bilateral Change Order No. 2,which encumbers the
Section 5311 administration and/or operating funds awarded to your organization for 2007. If you have
not already done so,you may begin to bill CDOT for reimbursement of expenses accrued beginning
January 1,2007. Requests for reimbursement maybe made online through the CDOT Transit Program
website (http://www.dot.state.co.us/App_transit/) using your usemame and password.
Because of the problems identified in the previous year's billing methodology and the designation of the
County as a High Risk Grantee, as outlined in Tom Mauser's letter to Walt Speckman on July 9 of this
year, requests for reimbursement must be made on a monthly basis until the High Risk designation is
removed. All costs included on the reimbursement request must also be based on actual net operating
costs. In the County's response letter dated July26, 2007,Walt Speckman agreed to these stipulations
and affirmed that costs will be tracked, segregated and reported based upon CDOT mileage. Let me
clarify by saying that mileage of CWT eligible oneigay passenger trips originating in the rural area is the proper
measurement to determine the costs of the public transportation service.
I have spoken with Jennifer Gritsavage,the new Finance and Budget officer overseeing the accounting
and billing for the Transportation Department, regarding these issues. Jennifer informed me she would
begin working at once to compile the necessary information to begin submitting reimbursements for
January through July. Please have her contact me if she has any questions or is need of assistance with
the reimbursement forms.
Respectfully,
Dan Kayser
Transit Grants Coordinator
Colorado Department of Transportation
4201 East Arkansas Avenue, Shumate Building
Denver,CO 80222
cc: Eric Ellis, CDOT
Tom Mauser,CBOT
Grant Contract File
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